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Page 1 of 27
Telephone: 04562 - 242617
Fax: 04562-242615
भारत सरकार GOVERNMENT OF INDIA
आयकर विभाग Income Tax Department
आयकर अधिकारी, िार्ड १ और र्ी.र्ी.ओ. का कायाडलय Office of the Income Tax Officer, Ward – 1 & DDO,
मदरुा कोटस कम् पाउन् र्, रेलिे फीर्र रोर् Madura Coats Compound, Railway Feeder Road,
विरुदनुगर ६२६ ००१ Virudhunagar - 626 001.
TENDER DOCUMENT
For providing Housekeeping personnel at O/o JCIT,
Virudhunagar Range,
Virudhunagar
Page 2 of 27
Telephone: 04562 - 242617
Fax: 04562-242615
भारत सरकार GOVERNMENT OF INDIA
आयकर विभाग Income Tax Department
आयकर अधिकारी, िार्ड १ और र्ी.र्ी.ओ. का कायाडलय Office of the Income Tax Officer, Ward – 1 & DDO,
मदरुा कोटस कम् पाउन् र्, रेलिे फीर्र रोर् Madura Coats Compound, Railway Feeder Road,
विरुदनुगर ६२६ ००१ Virudhunagar - 626 001.
भभरत सरभभर GOVERNMENT OF INDIA
आयकर विभाग INCOME TAX DEPARTMENT
Tender No.101/Housekeeping/VNR/2017-18 Date: 11.01.2018
NOTICE INVITING TENDER
1. The Joint Commissioner of Income Tax, Virudhunagar intends to
invite sealed tenders from firms/agencies, engaged in the business of
providing manpower services, to provide 5 (Five) housekeeping personnel, on
contract, alongwith the consumable and material required for carrying out
housekeeping work at the office of the JCIT, Virudhunagar Range,
Virudhunagar. The contract is for a period of one year which is likely to be
extended by one year at the administrative convenience of Principal
Commissioner of Income Tax, Madurai – 2, Madurai.
2. Sealed tenders, duly superscribed “Tenders for providing
housekeeping services at O/o JCIT, Virudhunagar Range,
Virudhunagar” and addressed to “ The Joint Commissioner of Income
Tax, Virudhunagar Range, Railway Feeder Road, Virudhunagar – 626
001” are invited so as to reach the Income Tax Office, Railway Feeder Road,
Virudhunagar – 626 001 not later than 16.00 hours on 1st February
2018. Tenders received after stipulated date/time shall not be entertained.
The tenders will be opened on 2nd February, 2018 at 11.00 hours in the
presence of the Bidders of their representative who may like to be present.
3. Either detailed information/terms and conditions along with
priscribed form of Technical & Financial bid can be downloaded from
www.incometaxindia.gov.in or www.tnincometax.gov.in or
www.eprocure.gov.in or it can also be obtained from the Income Tax
Office, ITO - Ward 1 & DDO room, 2nd Floor, Railway Feeder Road,
Page 3 of 27
Virudhunagar – 626 001, during the regular office hours i.e. 09.15 A.M to
05.45 P.M. on payment of non refundable tender fee of Rs. 1,000/- by
Demand Draft/Pay Order drawn in favour of ZAO, CBDT, Madurai
payable at Madurai. In case the tender document is downloaded from the
Department’s website, a non-refundable tender fee of Rs.1,000/- has to be
paid at the time of submission of the duly filled tender application.
Sd/-
(एस. बी. सूयड प्रकाश / S.B. SURIA PRAKASH)
आयकर अधिकारी, िार्ड १ और र्ी.र्ी.ओ. / Income Tax Officer, Ward 1 & DDO
विरुदनुगर / Virudhunagar
Page 4 of 27
Telephone: 04562 - 242617
Fax: 04562-242615
भारत सरकार GOVERNMENT OF INDIA
आयकर विभाग Income Tax Department
आयकर अधिकारी, िार्ड १ और र्ी.र्ी.ओ. का कायाडलय Office of the Income Tax Officer, Ward – 1 & DDO,
मदरुा कोटस कम् पाउन् र्, रेलिे फीर्र रोर् Madura Coats Compound, Railway Feeder Road,
--------------------------------------------------------------------------------------------------------
TENDER DOCUMENT FOR HIRING OF
HOUSEKEEPING PERSONNEL FOR THE O/O JCIT, VIRUDHUNAGAR
Tender No. 101/Housekeeping/VNR/2017-18 Date:11.01.2018
INDEX
Section Type of Document Page No.
I Bid Reference 5
II Invitation to Bid 6
III Instruction to Bidders 7
IV Terms & Conditions of Contract 14
V Scope of Work 20
VI Technical Bid 22
VII Financial Bid 24
VIII Evaluation of Bids 26
IX Annexure – A 27
Page 5 of 27
SECTION – I
DOMESTIC COMPETITIVE BIDDING
(Through call of open Tenders)
Open Tender in Tender No. 101/Housekeeping/VNR/2017-18 dated 11.01.2018
Period of Contract 01.03.2018 to 28.02.2019 for the period of
one year with the provision of further extension by one year
Earnest Money Deposit Rs. 15,000/-
Last Date & Time for receipt of
Bid
Date: 1st February 2018,
Time : 16.00 Hrs
Time & Date of opening of
Technical Bid
Date: 2nd February 2018,
Time : 11.00 Hrs
Place of Opening of Technical
Bid
O/o Assistant Commissioner of Income Tax,
Virudhunagar Circle, 1st floor, Railway Feeder Road,
Virudhunagar – 626 001
The Tender documents can be obtained from
Downloaded from www.incometaxindia.gov.in or
www.tnincometax.gov.in or www.eprocure.gov.in
Tender documents can also be obtained from
the Income Tax Office,
ITO – Ward 1 & DDO room, 2nd Floor, Railway Feeder Road,
Virudhunagar – 626 001,
Tender documents can be dropped in the tender box at
Income Tax Office ASK Centre
Ground Floor, Railway Feeder Road, Virudhunagar – 626 001
Tender to be addressed to: The Joint Commissioner of Income Tax,
Virudhunagar Range, Railway Feeder Road,
Virudhunagar – 626 001
Page 6 of 27
SECTION-II
INVITATION TO BID
Tender No. 101/Housekeeping/VNR/2017-18 Dated : 11.01.2018 1. The Joint Commissioner of Income Tax, Virudhunagar Range,
Virudhunagar invites sealed bids from the eligible agencies for providing 5
(Five) housekeeping personnel at the office of JCIT, Virudhunagar.
2. The detailed description of the scope of work of the contract are given
in para 5 of section V of this document and involve cleaning & wet mopping
of floors, dusting of work stations, collecting and disposing of waste in
municipal bins, cleaning of toilets & toilet fixtures, window glass canopy,
removal of stagnant water from terrace & canopies and external drainage
cleaning , cleaning telephones, walls, stairs, carpets, sofas, chairs, pedestal
fans, polishing of brass items, removing of cobwebs from ceilings, open
terrace/terrace cleaning etc. in the office of JCIT, Virudhunagar Range,
Virudhunagar.
3. The earnest money deposit/bid security (refundable, if the bid is not
successful) of Rs.15,000/- (Rupees Fifteen Thousand only) in the form of
Demand Draft/ Banker’s cheque in favour of Zonal Accounts Officer,
CBDT, Madurai payable at Madurai, has to be remitted along with bid
forms.
4. The contract is for a period of one year which is likely to be extended
further upto one year at the administrative convenience of Principal
Commissioner of Income Tax, Madurai – 2, Madurai.
5. The bid document can be downloaded from
www.incometaxindia.gov.in or www.tnincometax.gov.in or
www.eprocure.gov.in. It can also be obtained from the the Income Tax
Office, ITO - Ward 1 & DDO room, 2nd Floor, Railway
Feeder Road, Virudhunagar – 626 001.
6. The JCIT, Virudhunagar Range, Virudhunagar reserves the right to
accept or reject any bid, and to annul the bidding process at any time,
without thereby incurring any liability to the affected Bidder or Bidders.
7. The sealed tenders completed in all respect shall also be
submitted/dropped in the tender box kept at the Income Tax Office, ASK
Centre, Railway Feeder Road, Virudhunagar – 626 001 not later than 16.00
hours on 01.02.2018 and the technical bids will be opened on 2nd February,
2018 at 11.00 hrs in the O/o ACIT, Virudhunagar Circle, 1st Floor, Railway
Feeder Road, Virudhunagar – 626 001.
Page 7 of 27
SECTION-III
INSTRCUTION TO BIDDERS
1. This invitation for bids is open to the agencies fulfilling the eligibility criteria as below:
Eligibility Criteria:
a. The applicant contractor (i.e The agency) should have been in the business of providing manpower services for a minimum three years i.e. since A.Y.2014-15.
b. The annual receipts of the applicant-contractor should not be less than Rs.10 lakhs during A.Y.2014-15, 2015-16 and 2016-17.
c. The applicant contractor should be in possession of requisite license from
State Government or other competent authorities for running an agency to provide manpower services for housekeeping.
d. The rates quoted by the bidder for the basic pay as well as benefits such as bonus, PF, ESIC etc should be as per the prevalent Minimum Wages Act,
1948. e. The antecedents of the personnel should have been got verified from the
local police station at the instance of the contractor and a copy of such verification reports should be submitted within 15 days from the date of contract.
f. The applicant-contractor should have complied with all the legal
provisions pertaining to his/its line of business. g. The applicant contractor should have a reputed client list.
h. The applicant contractor should be in a position to supply the requisite
number of housekeeping personnel from the date as specified in the work order.
i. The applicant contractor should be able to provide additional housekeeping personnel as required by the department during currency of the contract.
2. The bidder is expected to examine all instructions, forms, terms &
conditions and specifications in the bidding document. Failure to furnish information required by the bidding document or submission of a bid not substantially responsive to the bidding document in every respect will result
in rejection of the bid.
Page 8 of 27
2.1 Process
Selection of successful vendor/ service provider will involve a five (5) stage approach before issuance of work order/ letter of appointment. The
approach follows the Indian Government’s Central Vigilance Commission (CVC) guidelines. Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
3. The bidder is required to fill up the profile of his organization and other
details in the format given as per Annexure-A of the Bid document.
4. The bids are to be submitted in two parts in separate sealed envelopes, i.e., Technical Bid and Financial Bid.
5. The Technical Bid (Section-VI) submitted by the bidder shall include the following:
a. Full particulars of Govt. or other organizations, where the agency has carried out housekeeping personnel contract for a period of two years. (Self
attested copies of the relevant work orders are to be enclosed). b. Certified copy of the audited balance sheet, profit and loss account and
income tax return particulars of the bidder for the previous 3 A.Y.s (2014-15, 2015-16 and 2016-17) are to be submitted.
c. A copy of PAN card.
d. Certified copy of registration with the Labour Commissioner having jurisdiction over the territory in which services are sought to be provided by the agency under this contract. In case, the agency is exempted from
obtaining such Registration, the agency is required to produce an affidavit signed by the authorized signatory of the agency that their firm is exempted
& is not required to obtain any such registration or approval or order from the Labour Commissioner.
e. Information regarding any litigation, current or during the last three years in which the bidder was/is involved, the opposite party(s) and the disputed
amount. f. Details regarding any work order that was abandoned at any stage,
prematurely terminated or resulted in inordinate delay along with reasons for the same (copies of relevant documents to be enclosed).
g. Earnest Money Deposit (EMD) of Rs. 15,000/- (Rupees Fifteen Thousand only) by means of demand draft/ Banker’s Cheque drawn in favour of Zonal
Accounts Officer, CBDT, Madurai payable at Madurai.
Issue
Notification
Issue Bid
Document
Receipt of
Bids
Technical &
Commercial
Awarding of
contract
Page 9 of 27
h. The Contractor should provide details of employees in his payroll and
educational qualification.
6. Sealing and Marking of Bids: a. The Technical Bid along with EMD instrument and requisite documents
(listed in para 5 above) shall be placed in one sealed envelope superscribed as ‘Technical Bid’. The Financial bid shall be kept in a separate sealed
envelope superscribed as ‘Financial Bid’. Both the envelopes shall then be placed in single sealed envelope superscribed as ‘Bid for providing housekeeping personnel’ and shall be addressed to the Joint
Commissioner of Income Tax, Virudhunagar Range, Railway Feeder Road, Virudhunagar – 626 001. The bidder’s name, telephone number and complete mailing address shall be indicated on the cover of the outer
envelope.
b. Both the inner envelopes superscribed as Technical bid and Financial bid shall have the name and address of the bidder so that if required, they may be returned to the bidder without opening them.
c. If the outer and inner envelopes are not sealed and marked as required,
the Income Tax Department shall assume no responsibility for the bids’ misplacement or premature opening.
d. If for any reason, it is found that the Technical Bid reveals the Financial Bid related details in any manner whatsoever or the financial bid is enclosed in the envelope superscribed as “Technical Bid”, the bid document will be
summarily rejected in the first instance itself.
e. All the Bid documents submitted shall be serially page numbered and contain the table of contents with page numbers. f. The applicants should submit/drop their bids in separate sealed
envelopes which in turn should be placed in to a sealed larger envelope
(Maximum width of 10 inch), in the ‘Tender Box’ kept in Income Tax Office,
ASK Centre, Ground Floor, Railway Feeder Road, Virudhunagar – 626 001
by 16.00 hrs on or before 01.02.2018. No acknowledgement, in respect of
receipt of any bid, shall be issued.
7. Deadline for submission of bids:
a. Bids must be received in the O/o JCIT at the address specified not later than the time and date specified in the invitation for bids. In the event of the
specified date for the submission of bids being declared a holiday for the Income Tax Department, the bids will be received up to the given time on the next working day.
b. The Income Tax Department may, at its discretion, extend the deadline
for submission of bids which will be binding on all the bidders.
Page 10 of 27
c. Any bid received by the O/o JCIT, Virudhunagar Range, Virudhunagar
after the deadline for submission for bids prescribed by the JCIT in the bid, document will be rejected and will not be opened.
8.Modifications and Withdrawal of bids: a. No modification or substitution of the submitted application shall be
allowed.
b. An applicant may withdraw its Tender after submission, provided that written notice of the withdrawal is received by the Income Tax Department before the due date for submission of applications. In case an applicant
wants to re-submit his application, he shall submit a fresh application following all the applicable conditions.
c. The withdrawal notice shall be prepared in original only and each page of the notice shall be signed and stamped by authorized signatories. The copy
of the notice shall be duly marked “WITHDRAWAL”. 9.Validity:
Bids shall remain valid for 90 days after the date of bid opening prescribed
by the Income Tax Department. A bid valid for a shorter period shall be rejected by the Income Tax Department as non-responsive.
10. Opening and Evaluation of Technical bids: a. The tender committee appointed by the Income Tax Department will open
all technical bids in the first instance on the appointed date, time and venue.
b. During evaluation of the bids, the Income Tax Department may at its discretion ask the bidder for clarification of his bid. The request for
clarification and response shall be in writing.
c. No bidder shall contact the Income Tax Department on any matter relating to his bid from the time of the bid opening to the time of the issue of work order. All bidders are strongly advised to furnish all material
information in the bid itself. d. Any effort by a bidder to influence the Income Tax Department in its
decisions on bid evaluation, bid comparison or work order decision will result in rejection of the bid.
11. Opening and evaluation of Financial bids:
a. The results of the bid will be communicated in writing to the qualifying bidder. The unsuccessful bidders will be notified separately.
b. The price bid shall comprise the price component for all the services indicated in the Section-V of the bid document. The price quoted by the
Page 11 of 27
bidders shall include all applicable taxes, wherever applicable. The bidder shall include GST and surcharges etc. as applicable on the services that are
provided under this contract in the lump sum rates quoted and Income Tax Department would not bear any additional liability on this account.
c. Income Tax Department shall however, deduct such tax at source as per the rules and issue necessary certificate to the agency. The prices once accepted by the Income Tax Department shall remain valid till the contract
remains in force.
(d) Rates shall include statutory obligations as may be applicable,
(e) The rates are inclusive of all charges/taxes i.e. Provident Fund, ESI,
Bonus, Gratuity, Paid Leave, pay for National Holidays, Uniform Allowance,
Operational Cost, GST and all other levies that are applicable from time to
time shall be met within the total invoice value.
(f) Prices shall be quoted in Indian rupees only.
(g) Arithmetical errors will be rectified on the following basis: - If there is
a discrepancy between words and figures, the higher of the two shall be
taken as the bid price. If there is any other discrepancy, the figure leading to
the determination of the higher amount shall be adopted. If the bidder does
not accept the correction of errors, as aforesaid, his bid will be rejected.
12. Payment terms
The contract payment shall be made as per the payment schedule
mentioned below:
(a) Monthly bills submitted in duplicate by the agency for the services
rendered in the preceding month, shall be paid after submission of
bills in duplicate duly complete in all respects. The payment for the
work will be released only after production of attendance records
certified by the respective Controlling Authorities and production of
copies of Acquaintance rolls/ pay sheets for proof of payment of wages
to the personnel. The monthly bills should also be accompanied by the
proof of payment of PF/ ESI & GST challans. Inadequate supply of
personnel will attract deduction at pro-rata basis from the work
bill towards compensation. The decision of the Joint Commissioner
of Income Tax, Virudhunagar Range, Virudhunagar shall be final and
binding in this regard.
(b) If the performance of the Housekeeping personnel provided by the
agency is not found satisfactory, the Joint Commissioner of Income
Tax, Virudhunagar Range, Virudhunagar shall have power to
terminate the contract with one month’s notice, upon such
Page 12 of 27
termination, the security deposit of the Agency shall be liable to be
forfeited and shall be absolutely at the disposal of the department.
(c) If at any time during the period of contract, the SCOPE OF WORK for
which this job has been awarded is reduced/ abandoned, the payment
value of this job order shall be reduced on pro-rata basis by the
Income Tax Department and the decision of Joint Commissioner of
Income Tax, Virudhunagar Range, Virudhunagar shall be binding on
the Agency.
13. The Income-tax department, without assigning any reasons, reserves
the right to accept or reject any bid, and to annul the bidding process
and reject all bids at any time, without thereby incurring any liability to
the affected Bidder or Bidders or any obligations to inform the affected
Bidder or bidders of the grounds for the action of the Income-tax
department.
14. The Bidder shall sign his bid with the exact name of the concern to
which the contract is to be awarded.
15. The Bid document filed by the bidder shall be typed or written in
indelible ink. No over writing or cuttings shall be permitted.
16. The Income Tax Department reserves the right to reject the bid
having deviations from the prescribed terms and conditions.
17. The vendor shall not sub-contract or permit anyone other than
himself to perform any of the work, service or other performance required
of the vendor under the contract.
18. Prior to the submission of bid, the bidder/authorized representative
shall personally inspect the Income Tax Department offices and facilities
specified in the bid at his own cost and under prior intimation to the
Income Tax Officer – Ward 1 & DDO, O/o the Joint Commissioner of
Income Tax, Virudhunagar Range, Virudhunagar. This is necessary to
enable the bidder to gather all the information, so as to prepare the Bid
accurately after taking into consideration all the relevant factors.
Submission of the bid will, therefore, be considered as meeting the
requirements of bidder having fully read and understood the tender
document and the scope of work prescribed therein.
19. Making misleading or false representation in the bid document will
lead to disqualification of the Bidder at any stage.
Page 13 of 27
20. Where the bid has been signed by the Authorized Representative on
behalf of the concern, the bidder shall submit a certificate of authority
and any other document consisting of adequate proof of the ability of the
signatory to bind the bidder to the contract. (Income-tax department may
out rightly reject any bid, which was not supported by adequate proof of
the signatory’s authority).
21. Department reserves the right to negotiate the price with the finally
shortlisted bidder before awarding the contract, it may be noted that I.T.
department will not entertain any price negotiation with any other bidder.
Read and accepted.
Signature and stamp of
Bidder or Authorized Signatory
Page 14 of 27
SECTION – IV
TERMS & CONDITIONS OF CONTRACT
1. No alteration shall be made in any of the terms and conditions of the bid
document by scoring out. In the submitted bid, no variation in the
conditions shall be admissible. Bids not complying with the terms and
conditions listed in this section are liable to be ignored.
2. A sum of Rs 15,000 (Rupees Fifteen Thousand only) must be deposited
as Earnest Money Deposit (EMD) by means of Bank Draft drawn in
favour of Zonal Accounts Officer, CBDT, Madurai payable at Madurai
and must accompany the technical bid in the sealed envelope without
which the bid will be rejected. The said amount will be forfeited, if the
successful bidder fails within the time fixed by the Income Tax
Department to sign the contract on terms contained in the bid
document.
3. No bid will be considered unless and until all the pages of document
comprising the bid are properly signed and stamped by the authorized
persons.
4. In the event of bid being accepted, the bid will be converted into a
contract which will be governed by the terms and conditions given in the
bid document. The instructions to bidders shall also form part of the
contract.
5. The department does not take liability for any mishandling of stain
removers, phenyls, etc., and it is the duty of the contractor to safe keep
hazardous, acidic and alkaline materials.
6. Such materials should never be mixed in buckets / mugs meant for use
by the staff and the personnel handling them should be properly trained
to handle such hazardous chemicals and any liability arising out of
ignorance, negligence omission and inadvertent or deliberate has penal
consequences as enshrined in the Indian Penal Code on the contractor
who is solely responsible for civil and criminal liabilities and the
department is not vicariously liable for such acts of the contractors.
7. The hazardous chemicals if it finds its way to unwanted elements and
misuse thereon will entail criminal proceedings in a court of judicature
and sufficient and diligent care should be taken so that it does not fall
into wrong hands either inadvertently or negligently and at all times the
Page 15 of 27
receipt and issue record and usage should be maintained by the
contractor.
8. The contractor must not poach the services of the old contractor and
should bring his new team.
9. The contractor should not sub-contract to old contractors or new
contractors and if found sub contracting the contract is liable to be
cancelled and cost of maintaining the office till such time a new
contractor is fixed and cost of tendering process will be recovered from
the contractor.
10. The Joint Commissioner of Income Tax, Virudhunagar Range,
Virudhuangar / the Income Tax Officer – Ward 1 & DDO, Virudhunagar
can terminate the contract with one month’s notice without assigning
any reason whatsoever.
11. The agency may discontinue the contract at any point of time, by giving
a notice at least 60 days before the intended date for discontinuation.
But it will lead to forfeiture of its security deposit (EMD) submitted by it,
in case of discontinuation without a notice or a notice less than 60 days
prior to the intended date of discontinuation. The Income Tax
Department will have the right to claim damages, and recover them
before payments due to the Agency or by any other means, in addition to
forfeiting the Security deposit of the agency.
12. The contractor should maintain and submit a list and IDs of all his
employees and should check the antecedents and back ground of its
employees and should not employ persons of known criminal
antecedents or dubious records.
13. The contractor should maintain attendance at the office at his cost.
14. The contractor should provide proper safety equipment’s where required.
15. The payment for a month to labourers shall be made by the ‘service
provider on or before 7th of the following month. The service provider
shall submit the bill on the 3rd day of the following month of actual duty
to the Drawing and Disbursing Officer, O/o the JCIT, Virudhunagar. No
interim bills will be entertained.
Page 16 of 27
16. The payment of wages / bonus during the contract period shall not be
less than the minimum wages fixed by the central government or the
rate quoted by the service provider whichever is higher.
17. In the event of increase in Dearness Allowance under Minimum Wages
Act by the Central Government, the contractor shall accordingly pay the
revised DA and the Department shall bear the increase.
18. The Income Tax Department does not bind itself to accept the lowest bid.
19. The contractor should ensure that the employees are trained in etiquette
and who at times of duty should not indulge in smoking, pan chewing,
drinking and chit chatting with anyone, gamble and play games of cards
and should not hobnob with the visitors to the office and should not take
any money or favours from the visitors and are barred from seeking and
obtaining any donations even during festival occasions.
20. The contractor should ensure that his employees do not overstay in the
office beyond the stipulated working hours unless otherwise authorized
in writing by the JCIT/ DDO and they are barred from using any
recreation facility or rooms.
21. The employees of the contractor shall not form associations, unions and
confederations and no such body shall be encouraged by the Contractor
and they shall not be allowed to be raised in the IT office Premises.
22. The employees should be in proper uniforms/ protective aprons/
overcoats with the suitable face masks/ gloves, boots/ protective foot
wear etc.
23. The contractor should instruct his employees to carry out the tasks
given by the Administration including shifting of unwanted materials
and files from one office to other and keep the surroundings clean by
doing periodic cleaning campaigns.
24. The contractor should deposit the salary to their employees every month
into their bank account and their claim bill should be accompanied by
the bank statement evidencing payment of salaries into their bank
accounts. ESI, PF, CGS receipts should also be enclosed with the
contract bill every month.
25. The working time may be altered by JCIT / DDO and if required, the
contractor should send his personnel to work in shifts.
Page 17 of 27
26. The contractor should give job rotation on weekly or fortnightly basis
and there should not be any favoritism or nepotism.
27. The contractor is jointly and severally liable for any damage to
government properties and is vicariously liable for the omissions and
commissions committed by its proprietor, employees and agents.
28. The contractor has to submit a bill, before the 3rd day of each following
month till the tenure of the contract.
29. The GST shall be reimbursable to the contractor at the prevailing rates
and the contractor has to furnish the evidence for remitting the same,
failing which, the above will be deducted from the Contractor.
30. The contractor shall send replacement in lieu of staff who absent
themselves or take leave. If no replacement has been given, then the
wages shall be reduced proportionately for each such instance of
absence/leave and only such amount as is eligible will be claimed.
31. The salary of the House keeping personnel should be disbursed within 7
days of the next month without anticipating the amount from the
department and to avoid any representation to the department for non-
payment of the same in time.
32. The Joint Commissioner of Income Tax / the Head of office (DDO) are
authorized to issue instructions to “the contractor” and their men /
women posted for duty have to report to them and take orders for any
matters including mass cleaning campaigns within the precincts of IT
Office and quarters. “The Department” may also issue any other
instructions as may be required by the circumstances from time to time
and they should also be strictly followed.
33. It shall be the responsibility of “the contractor” to obtain necessary
licenses, permits etc., and ensure compliance of statutory regulations of
the State and Central Governments that are currently in force and that
may be applicable in future an all matters concerning these
arrangements especially with regard to the service conditions linked
EPF, ESI, death gratuity, group insurance, etc., of the men / women
provided by “the contractor” to the Department. The Department is
not vicariously liable for the absence of statutory compliances and any
death, injury, deformity, incapacity arising out of employment.
Page 18 of 27
34. The men provided by the contractor for this work shall be the employees
of “the contractor” and not “the Department”. Absolutely there is no
employer – employee relationship between the Department and the men
/ women engaged for this House keeping duty. If at all any dispute
arises between “the contractor” and their men / women [Housekeeping]
posted here, that shall have no bearing on “the Department” in
whatsoever it may be.
35. The Wages should conform to Minimum wage Act. This should be
ensured then and there by the contractor and the Department is
not responsible for any violations there on and the contract is liable
to be terminated.
36. If the Department desires additional personnel for Housekeeping, the
contractor shall provide the same at the same rates and terms of the
contract quoted and finalized.
37. If the Principal Commissioner of Income Tax Madurai 2, Madurai,
desires, the contract may be extended for a further period of One year at
the same rate and on the same terms and conditions.
38. The EMD (i.e Rs. 15,000/-) submitted by the service provider by DD in
favour of Zonal Accounts Officer, CBDT, Madurai payable at Madurai,
with the prequalification bid, would be held by the O/o the Joint
Commissioner of Income Tax as Security Deposit and shall be refunded
upon furnishing the performance bank guarantee of equivalent amount
and signing the contract. No interest shall be payable by the office of
Joint Commissioner of Income Tax on EMD.
39. The Agency shall be required to enter into an agreement on a non –
judicial stamp paper of not less than Rs.500/- on receiving the
intimation/letter of intent and to start the work as per the work order.
40. Tenure of the contract:
Initially, this agreement shall remain in force for the period of one year
or as specified in the work order, with the provision of extending it at the
administrative convenience of the Principal Commissioner of Income
Tax, Madurai – 2, Madurai.
41. Arbitration:
In case of any dispute arising out of or in relation to this agreement /
contract [either during the period of its currency or thereafter], it shall be
Page 19 of 27
referred to a sole Arbitrator to be appointed by the Joint Commissioner
of Income Tax, Virudhunagar Range, Virudhunagar and the decision of
that Arbitrator shall be final and binding on both sides and there shall
not be any appeal to any forum. The seat of the arbitration shall be at
Virudhunagar and the proceedings shall be governed by the Indian
Arbitration & Conciliation Act, 1996.
Page 20 of 27
SECTION V
SCOPE OF WORK AND OTHER CONDITIONS
1. The amount quoted should be applicable for entire year; no request for
enhancement will be entertained.
2. The contractor will provide manpower on daily wages.
3. No damage should be caused to the building and property by the
contractor’s staff. If it is done, the damage expenses should be borne by
the contractor only.
REQUIREMENT OF PERSONNEL
I. The Contractor has to provide the house keeping and sanitation
services of 5 (Five) of its personnel on all days of a week except
Sundays in the Income Tax Office at Railway Feeder Road,
Virudhunagar. The working hours will be between 07.00 am to 04.00
pm with a tea break of 15 minutes in Forenoon and Afternoon and
lunch break of 30 minutes.
II. The contractor shall undertake work as per the schedule of work
mentioned below:
(A) OFFICE SPACES :
i. All three floors and the toilets of Income Tax Building.
ii. Open area in front of Income Tax building including Car Garages, cycle and scooter stands, Garden, Play ground and open area.
iii. Quarters of Type I, II & III and adjoining areas of the IT Staff
Quarters.
(B) DAILY TASKS :
Filling up of drinking water in all containers Daily Morning
Sweeping of all rooms/floors/staircase Daily Morning
Water moping in all officers’ room / Mosaic / PVC
/Tiled Flooring
Daily Morning &
Evening
Phenyl Moping in all Officers’ room / Mosaic / PVC /Tiled Flooring
Daily Morning
Dusting of Officers’ Tables before 9 AM & Staff Tables
Daily Morning
Spraying of pleasant perfume in all Officers’ room (AC Rooms only)
Daily Morning
Washing & cleaning of drinking water containers, Jugs, Flask, Glass Tumblers, Cookeries etc.
Daily Morning
Cleaning of Toilets, Bath rooms, Wash basins and urinals with stain remover, Water, Soap and Phenyl
7.30 am; 10.30 am ; 01.30 pm & 03.30 pm
Daily Morning & Evening
Page 21 of 27
(C) WEEKLY TASKS :
i. Removal of cob web on ceiling. 4 walls etc. in all rooms/ staircase
etc. ii. Dusting of old files / Registers kept on the almirahs of each floor
(Every Saturday). Presence of dealing clerk concerned is necessary
to avoid misplacement of files. iii. Placing/ replacing of Naphthalene balls / Air Refreshers in
Washbasins & Urinals – as required iv. Soap oil moping in all tiles flooring. v. Removal of stain in toilets / Washbasins/ Urinals.
vi. Cleaning of Plywood partitions & wooden partitions. vii. Cleaning of glass panes on windows with soap oil should be
handled meticulously and carefully viii. Cleaning of mats and if necessary washing. ix. Cleaning of curtains.
(D) FORTNIGHTLY TASK :
i. Removal of garbage accumulated on Sun Shield and other outer portion of the buildings.
ii. Making of bunds around all the small trees / plants (Ground floor) iii. Cleaning of Electrical fittings like Fan, Tube light etc. iv. Cleaning of staircases with soap oil.
(E) MONTHLY TASK :
i. Cleaning of overhead tanks and sumps. ii. Coir mat carpets to be cleaned neatly and if necessary should be
washed. iii. Removal of cob web on the outer portion of the office buildings.
Watering of Minor Trees, plants etc Daily Morning
Removal of garbage from waste paper baskets in all
Sections and its proper disposal Daily Morning
Mopping of passages, corridors, staircase etc Daily Morning and
afternoon
Page 22 of 27
SECTION – VI
TECHNICAL BID
(On the letter head of the concern submitting the bid)
To
The Joint Commissioner of Income Tax, Virudhunagar Range,
Railway Feeder Road, Virudhunagar – 626 001.
Ref: Tender No. _____________________ Dated____________
Sir/Madam,
I/We hereby undertake to provide the housekeeping personnel at
various premises of the Income Tax Department, Virudhunagar, as specified
in the bid/ tender document and agree to hold this offer for a period of 90
days from the date of opening of the tender. I/ we shall be bound by a
communication of acceptance issued by you.
I/We have understood the Instructions of Bidder and Terms and
Conditions of Contract as enclosed with the invitation to the tender and
have thoroughly examined the specifications of services to be rendered and
are fully aware of the nature of the services to be rendered and my/our offer
is to supply the services strictly in accordance with the requirements.
Certified that I/We have the experience of more than three years in
providing manpower services and related works. Certified copied of at least
one work-order pertaining to each of the last two years are enclosed with
this bid.
A detailed profile of the organization has filled as prescribed in the
Annexure – A of bid document is enclosed with this bid. Other details
required to be submitted with this bid as per the bid document are also
enclosed as follows:
(a) Copy of valid Empanelment Certificate/ Valid License from
appropriate authority for undertaking manpower services contract
(b) List of reputed Clients along with documentary evidence (Self-
attested copies of the relevant work orders are to be enclosed).
(c) Copy of the balance sheet, profit and Loss Account of the bidder for
the A.Y. 2014-15, 2015-16 and 2016-17.
(d) A copy of PAN card
Page 23 of 27
(e) Copy of Registration with the Labour Commissioner having
jurisdiction over the territory in which services are sought to be
provided by the Agency under this contract. In case the agency is
exempted from obtaining such Registration or approval or order
from the Labour Commissioner, the agency is required to produce
an affidavit signed by the authorized signatory of the agency that
their firm is exempted & is not required to obtain any such
Registration or approval or order from the Labour Commissioner.
(f) Note on compliances of liabilities & obligations of State and Central
Government.
(g) Information regarding any litigation, current or during the last
three years in which the bidder was/is involved, the opposite
party(s) and the disputed amount.
(h) Details regarding any work order that was abandoned at any stage,
prematurely terminated or resulted in inordinate delay along with
reasons for the same (copies of relevant documents to be enclosed).
(i) Earnest Money Deposit (EMD) of Rs.15,000/- by means of demand
draft Pay drawn in favour of Zonal Accounts Officer, CBDT,
Madurai, payable at Madurai.
I/We do hereby undertake that, until a formal notification of
award, this bid, together with your written acceptance thereof shall
constitute a binding order between us.
Yours faithfully, signature and
Stamp of the Bidder or
Authorized signatory
Dated this _____ day of _______ of 2018
Telephone: _________________-
FAX ____________________
Address______________________ E-mail _____________
______________________________
Company Seal,
Signature of the bidder
Page 24 of 27
SECTION –VII
FINANCIAL BID
Having examined the bidding documents and having submitted the
technical bid for the same, I/we, the undersigned, hereby submit the
Financial Bid for providing 5 (Five) housekeeping personnel for 26
working days in a month at Various premises of the Income Tax Office,
Virudhunagar Range, Virudhunagar in conformity with the said bidding
document at the prices and rates mentioned in the enclosed offer.
The Price quoted by us for the scope of work detailed in Section V of the bid
document is as below:
1. Name, address and telephone No.
Of the Bidder/ Applicant Contractor
PROFORMA FOR QUOTING RATES
S.NO Description of payment Rate per Month (for 26 days per
person)
Total Rate (for 26 days for five
persons)
1 Wages per person as per the Notification issued by
Central Government under the Minimum Wages Act
2 Bonus as per the rules@
3 ESIC as per the rules@
4 EPF as per the rules@
5 Tax as applicable
6 Total
7 Administrative/ Service Charges
8 Any other charges (please
specify their nature)
9 Grand total (per month)
10 Grand total (per year)
Signature with Date:_________
Name of the Agency :_______________ Name and Signature of the
Seal:____________________ Authorised Signatory
Note:
Page 25 of 27
1. The rates should be quoted as per the prevalent rates of Minimum
Wages Act, 1948. The benefits such as PF, ESIC etc. should be
quoted as applicable under the respective Act.
2. In case of revision of variable dearness allowance or increase in
minimum rates of wages by the Regional Labour Commissioner [c],
same will be reimbursed to the contractor on production of
payment of the same to the workers. Consequent to increase in
VDA or minimum wages, the increase in other benefits like PF,
ESIC, etc., will be reimbursed to the contractor on production of
proof of payment of such other benefits.
3. Tender will be opened on 2nd February 2018 at 11.00 hrs in O/o
the Assistant Commissioner of Income Tax, Virudhunagar Circle,
1st Floor, Railway Feeder Road, Virudhunagar – 626 001 in front of
bidders or their representative who may like to be present.
Page 26 of 27
SECTION – VIII
EVALUATION METHOD
The criteria of selection as well as rejection.
1. The bidder should fulfill eligibly criteria mentioned in Section-III of
this document to be able to qualify for consideration at the stage of
technical evaluation: i.e. Only those bid(s) shall be treated as
responsive bid(s) which fulfils all the criteria/ parameters.
2. Incomplete tenders would be rejected.
3. Tendering process shall be finalized only when there are at least three
responsive bids.
4. In a normal situation, the contract shall be awarded to the lowest
responsive bidder. However, mere lowest rate is not the sole criteria of
selection. Income Tax Office, Virudhunagar Range, Virudhunagar is
not bound to accept the lowest rates.
5. Without affecting the sanctity of the above criteria, Income Tax Office,
Virudhunagar Range, Virudhunagar reserves right to relax any
condition of eligibility criteria qualifying the bid(s) based on merit of
each case and if the situation so warrants in the interest of the
department.
6. Income Tax Office, Virudhunagar Range, Virudhunagar also reserves
the right to accept or reject any or all bids without assigning any
reasons.
7. Income Tax Office, Virudhunagar Range, Virudhunagar also reserves
the right to reject any bid (including the lowest one) which in its
opinion is not responsive or violating any of the condition.
Specifications or which is found to be adopting unethical business
practices; without bearing any liability or any loss whatsoever it may
cause to the bidder in the process.
The parameters and process for Evaluation.
1. The technical bids will be evaluated by the tender committee on the
basis of following parameters.
i) Past performance,
ii) Credentials,
iii) Financial capacity with respect to gross receipt,
iv) Evaluation of competency done by Tender Committee,
v) Fulfillment of provisions of legal obligations.
2. Evaluation of these parameters shall be based on documents and
information submitted by the bidders without recourse to extrinsic
evidence.
3. Financial bids of those who qualify after the evaluation of technical
bids by tender committee would be opened later, the date of which will
be intimated to the qualified bidders separately.
Page 27 of 27
Annexure ‘A’
PROFILE OF ORGANIZATION
S.No. Particulars Details
1 Name of the Firm
2 Address with email, Phone, Fax,
Mobile Nos :
3 Details of Registration Labour
Commissioner having jurisdiction over the territory or exemption certificate, if any
4 Year of Establishment of the firm experience in the execution of
Housekeeping services contracts:
5 PAN/TIN No: (enclose copies)
6 GST No:
7 Details of works executed during
the last 2 years (add documentary proof of the same) with satisfactory completion certificate of the
concerned organizations
8 List of similar work undertaken /in
hand at present (proof documents)
9 Whether sufficient number of
unskilled personnel in each category is available with the applicant contractor
(furnish documentary evidence)
10 Details of Demand Draft/Bankers
cheque in respect of Earnest Money
11 Any other information in support of
their past antecedent, present experience, approach & methodology of work, competency
to execute contract, financial capacity etc.
Note : Please attach extra sheet in support of your information,
if space in the column is insufficient. It is requested to visit the site
and as ascertain the quantum of work before submitting the tender.
Signature & Seal of bidder